Free quotation template in Excel, Word or PDF
Excel, Word or PDF for a quotation: live formulas while the price moves, editable wording, a final PDF. With a painting example and a pre-send checklist.
Excel, Word or PDF for a quotation: which one?
A quotation is read, questioned and sometimes changed before the customer accepts it, so the format matters more than on an invoice. Send a PDF when the offer is final. Keep an Excel file while the price is still moving. Reach for Word when the wording, the scope and the conditions are what you are negotiating.
QuoteBill makes all three from one quotation. Fill it in once, and the customer, the lines, the validity date and the notes are the same in every file.
Excel for the numbers, Word for the wording
The Excel file (.xlsx) keeps live formulas. A line is quantity × unit price less any discount, rounded to the currency; the subtotal adds the lines, the tax is worked from a rate cell and the total follows. Change a quantity during a call and the total moves, so you can answer "what if we add one more room?" on the spot.
The Word file (.docx) has the same layout, colours, logo, parties, table and totals, as text you can edit. Reword a description, or add an exclusion or a condition to the notes. Its totals are typed numbers, not formulas, so after any price change recalculate them yourself or use the Excel file.
PDF: the version the customer reads
Choose "Print / PDF" and save as PDF in your browser’s print window. The browser makes the file, so open it and read every page before you send it. A PDF is harder to change by accident than a spreadsheet or a Word file, which is why it should be the copy you send and the copy you keep as the record of the offer.
Name the file with the quotation number and the validity date, so you can find the right version when the customer says yes.
Worked example: a painting quotation and one change
An illustrative quotation: painting 3 rooms, 3 × 280 = 840; wall repair, 4 hours × 55 = 220; materials, 1 × 190 with a 5% discount = 180.50. The subtotal is 1,240.50. At an example tax rate of 10%, the tax is 124.05 and the total 1,364.55.
The customer asks for a fourth room. In Excel, change 3 to 4: the painting becomes 1,120, the subtotal 1,520.50, the tax 152.05 and the total 1,672.55. Send that version as a PDF with a new validity date, and keep the first version so you know what was offered. These are examples, not recommended prices.
Before you send the quotation
Open the quotation in the editor and compare the preview with what you promised. Check these points first:
- Is "Valid until" the last day you will honour these prices?
- Are exclusions, assumptions and the number of revisions included written in the notes?
- Do quantities, units and discounts match the offer you gave by phone or email?
- Does the PDF read well from the first page to the last? Page breaks come from your browser’s print window.
- How will the customer accept? Name the channel in the notes and keep their reply.
After acceptance, and where QuoteBill stops
When the customer accepts, open the saved quotation and choose "Make an invoice". QuoteBill creates a separate invoice draft and keeps the original quotation. For a bigger job, the next step can be an e-contract: a simple electronic signature with an audit trail that the customer adds on any device. Whether that is enough depends on the contract and the country, and the invoice can then be made from the signed contract.
Saving, editing and the Word and Excel downloads need a free account; a guest can look at a template and print the blank form. QuoteBill does not send the quotation or obtain the customer’s acceptance, and its tax calculation is a helper, not tax advice.
Where to start
Open a quotation template from the templates page, such as the free quotation generator or the painting quotation, or choose "Create a free quotation" below. Sign in to fill it in, then pick Excel, Word or PDF when the offer is ready.
Next step: get it signed as an e-contract
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